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Human Resources

Secure and Easy-Access to Employee Record Storage

HR teams juggle a lot of information. This includes the multiple retention guidelines for human-resource related records that vary based on state and federal laws, but also with the type of record. For example, W2’s must be kept for four years, OSHA requires job related illness and injuries are kept for five years and records related to medical exams with blood-borne pathogen exposure must be retained for thirty years after the end of employment. While some organizations choose to keep every record in perpetuity and others adopt a purge schedule, every HR team needs a secure, reliable and accessible record storage solution for employee data lifecycle management.

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Harmony Healthcare IT is an award-winning data management firm with a proven ability to extract, migrate and archive data with 100% integrity.

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When HRMS and ERP systems are replaced at healthcare delivery organizations, data migration to a long-term HR employee records storage solution like HealthData ArchiverTM often is a preferred solution over a system-wide conversion to the new system. Because HealthData ArchiverTM is an open, relational database, it is less costly and complex to map data to it versus transforming data from the format of the source HR records database system into the format of the destination software. HR teams appreciate that with HealthData ArchiverTM they can get data security, access to legacy data with Single Sign On from the new HRMS, the opportunity to set purge rules and schedules, seamless workflows and cost/time efficiencies.

Samples of HR records that might get archived include:

  • Personnel Records
  • Records for Employment Tests and Employment Opportunities
  • Online Application Records
  • Apprentice Programs
  • Payroll Records
  • Income Tax Withholding
  • Time Cards and Schedules
  • Wage Differential
  • General Ledger/Accounting
  • General Business Records
  • Minor Employees
  • Federal Contractors
  • EEO-1 Reports
  • Agreements, Contracts, Benefits
  • Family and Medical Leave Records
  • Affirmative Action Plans
  • OSHA Records
  • Drug Testing Records
“…good and intuitive.”

“The Harmony Healthcare IT product is very good and intuitive. It doesn’t require a lot of training, so even people without any experience can go in and find nice features.”

Harmony Healthcare IT client interviewed for KLAS Research Report,
Legacy Data Archiving 2020
Medical records
30
Years Required to Store Certain Occupational Medical Records
award
#1
Rank in 2020 Best in KLAS Report for Data Archiving Category
HITRUST
Certified for Meeting Standard Data Protection & Security Framework
Cost Savings
18-24
Months to Realize ROI on HealthData Archiver™

Benefits of HealthData Archiver™ for the Human Resources Team

Employee Records Management

HR employee records, including W2s and time & attendance, each have their own retention guidelines. When an active archive like HealthData ArchiverTM is included in the organization’s data management strategy, HRMS and ERP system replacements don’t have to cause workflow issues with access to employee records.

Audit Logs

Archived employee records are stored, monitored and protected for unusual activity and compliance. Key user activity is captured in HealthData Archiver™ from login to logout. Audit records include the unique user ID, unique data subject ID, function performed, and date/time the event was performed.

Role-based Security

HealthData Archiver™ has user restriction so only the right users will see specific information. That would prohibit an employer’s clerical user from seeing the W2 for her supervisor while searching for information.

Reporting

With HealthData ArchiverTM’s standard features, HR employee record keeping teams have flexibility in Data Views, Sort and Filter, Contextual Search and more to deliver standard or customized reports and information with just a few clicks.

Purging

HealthData ArchiverTM includes industry-leading purge features, including:

  • Purge Rules – Designed to accept a multitude of if-then scenarios based on record retention policy, HealthData ArchiverTM is flexible in how it creates, manages and allows for exceptions with purge rules.
  • Automatic or Manual Purge – Purging can be configured as an automatic or manual process. If automatic, the system will follow the purge rules created, identify the records which meet destruction criteria, and then queue the records for purge at a scheduled time. This automatic process happens without user intervention. Manual purging allows the user to dictate when the process will take place and which rules it will follow at that time.
  • Proof of Purge – Certificates of destruction are provided to show that a record was available at one point. The certificate includes the reason as well as the date and time of the purge event (i.e., the record reached the ten year retention period on 12/31/19 at 10:00amET).
  • Purge Delay and Un-Purging – Upon processing of a purge routine, a soft purge occurs. This means that the records are no longer visible in the archive, however, they are available to be un-purged for a user-defined period of time (i.e., the purge delay). Once the purge delay time has expired, the record is hard purged. A hard purge means that the records have been deleted from the archive per National Institute of Standards and Technology (NIST) guidelines.

Key Resources

rfp template
Legacy HR and Payroll System RFP Template
Legacy HR and Payroll System RFP Template

A foundation you can use to write your own request for information or request for proposals for a data extraction, migration and retention vendor.

View
Key Articles

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